COOL Rules

Country of Origin (COOL) Definitions and Logic Rules

One of Net•Yield most powerful features are its ability to handle COOL information. The following information should provide users with some insight when implementing COOL information in the Net•Yield system.

The COOL identity is based on the item's COOL control level and item defaults or the COOL identifier assigned to the item when lotted or individually lotted items are received. Customers can be defined as strict (requiring COOL labels and tractability for all covered commodities) or non-strict (the COOL information is tracked but not required for the covered commodities). The COOL identity for the item is printed on the shipping paperwork and is controlled at the customer level regardless of whether the COOL control level is strict or not strict setting.

The final ruling for the mandatory country of origin labeling of beef, pork, lamb, chicken, goat, meat, wild and farm-raised fish and shellfish, perishable agricultural commodities, peanuts, pecans, ginseng, and macadamia nuts can be found at: http://www.ams.usda.gov/AMSv1.0/COOL.

COOL Control Setup:

Item

Control level and default item values:

• None – COOL reporting or traceability is not required for this item because it is exempt from the law. It may be a non-saleable item such as packaging, or an item that is not subject to the COOL regulations.
• Loose – This item is subject to the law. The "loose" setting allows the user to enter and maintain the COOL label information. The COOL identity assigned to the item will automatically default for the item. The default can be changed. The COOL identify is not required but is recommended by the system.
• Strict – This item is subject to the law. A COOL identifier is required on every transaction. The COOL identity assigned to the item will automatically default on each transaction for the item and cannot be changed or overridden.

See Item for more information.

Note: If a product is defined as a lotted product, then each lot may have a unique COOL phrase associated with it. If each lot has a COOL, then the COOL phrases for each of the lots will appear or print instead of the item's COOL phrase. If an item is defined as strict and the lot COOL information is not provided, then the item's COOL designation will be the default COOL designation of for the lot.

Customer

• Control Level – A customer can be designated as strict, yes or no. A customer set to strict - yes will require the COOL identity for all covered commodities be reported on their receiving documents, invoices, and product labels. All items that are identified as loose or strict will require a COOL identity assigned to them before the sales order can be shipped and invoiced. A customer set to strict - no does not require the COOL identity. It allows users to report the COOL identity as needed for these customers and the covered commodities they purchase.
• Paperwork settings – Where COOL identity information will be printed is controlled for each customer, regardless of strict setting. The COOL identity information can be printed on the unshipped sales orders, shipped sales orders, invoices, bills of lading, and/or warehouse releases.

See Customer for more information

Customer COOL assignment and overrides

The approved COOL identities for the covered commodities for a customer can be entered in the item alias or item alias group. Each item in the item alias or item alias group can be assigned a primary COOL identity based on the authorized country of origins and methods of production for the customer. Additional item alias COOL identities can be added to the item if the customer authorizes more than one for the item. If the item is set to strict and has an item COOL identify default, the primary COOL cannot be changed nor can additional COOL identities be assigned.

See Item Alias and Item Alias Group for more information.

Country

Create the list of countries needed using the Country option. A list of the standard country UCC COOL codes has been provided.

Methods of Production

Create the methods of production needed in Methods of Production.

COOL Identity

Create the COOL identity for each country and method of production.

Items

Set the country of origin control level and item COOL identity default for the items using Item or Item Quick Maintenance - COOL Control.

Customer

Set the strict setting for the customers that require strict COOL to Y (Y=yes) and set the COOL print options for unshipped orders, shipped orders, invoices, bills of lading, and releases for each customer in Customer or Customer Quick Maintenance.

Item Alias or Item Alias Group

Create item aliases or item alias groups to assign default an additional item alias COOL identities to the customer. Assign the item alias groups to the customers as needed.

How COOL identities are apply to transactions

Purchase orders

Item COOL settings:

• None – A COOL identity does not need to be supplied for the item when the item when received.
• Loose with no item default – A COOL identity for the item can be added when the purchase order is entered. If one is entered it will default when the item is received. It can be changed or deleted. If one is not entered, one can be entered when the item is received but users will not be required to enter one. A blank COOL identity is allowed.
• Loose with an item default – The item default will be assigned to the item when the purchase order is entered and the item is received. It can be changed or deleted when entered or received. Blank is allowed.
• Strict with no item default – A COOL identity for the item can be added when the purchase order is entered. If one is entered it will default when the item is received. It can be changed but not deleted. If the COOL identity is not entered on the purchase order it will be required to be entered when received. It cannot be blank.
• Strict with an item default – The item default will be assigned to the item when the purchase order is entered and cannot be changed. The item default will be assigned to the item when it is received. It cannot be changed.

See Purchase Orders and Receiving Purchase Orders for more information.

Settlement purchase orders

Item COOL settings:

• None – A COOL identity does not need to be supplied to the item when received.
• Loose with no item default – A COOL identity for the purchase order line can be added when the purchase order is created. It can be blank. If a COOL is entered it will be the default for the received lots. It can be changed per lot or left blank.
• Loose with an item default – The item default will be assigned to the purchase order line when the purchase order is entered. It can be changed or deleted. The COOL entered will be assigned to the lots received. It can be changed or deleted per lot when the lots are received. Blank is allowed.
• Strict with no item default – A COOL identity for the purchase order line can be added is not required. Blank is allowed. The purchase order line COOL identity will default when the lots are received. It can be changed per lot when received. The COOL cannot be blank. The COOL must be added per lot if not entered on the purchase order line.
• Strict with an item default – The item default will be assigned to the purchase order line. It cannot be changed. The item default will be assigned to each lot when received and cannot be changed.

See Purchase Orders and Receiving Purchase Orders for more information.

Sales Orders and Order Control

Sales order line

If a customer is strict – yes, all loose items become strict items and must be assigned to the sales order line or lots selected.

Items that are strict with a default cannot be changed or overridden in Sales Orders.

Unlotted

The system looks to the item default, uses item default if found, then looks to item alias primary, and will override item default with the item alias primary. If no primary cool default then F4 to select from the COOL identity table or additional item alias COOLs for the customer. The sales order line COOL can be left blank.

Lotted and individually lot costed items

The system looks to the lots selected. The system must match the customer’s primary item alias COOL identity or item alias additional COOLs or the user will be warned of mismatched COOL. If no lots are selected, the system looks to item default, uses the item default if found, and then looks to the item alias primary. The system uses the item alias primary and will override the item default with the primary COOL. If there is no primary COOL default, press F4 to select a COOL from COOL identity table or additional item alias COOLs for the customer. Users can only select from the primary or additional item alias COOLs if defined in the item alias or item alias group. Multiple COOLs are allowed for same item. The following message will display when using multiple COOLs: “Lots selected with multiple COOL !!! Continue anyway? Yes/ No." If the customer item alias COOL, sales order line COOL, and lots selected do not match – a COOL mismatch warning will display. Users can proceed with entering the sales order but the COOL will need to be corrected when the sales order is shipped. If lot COOL does not match the customer item alias additional COOL identity the following message will display: “Warning !!!! Lots selected with COOL not on customer defined list !!! Continue anyway ? Yes/No" Select yes to continue; select no to return to the lot selection screen.

On finishing sales order

If there are missing or mismatched COOLs a COOL identity warning will display. The user will be warned that the shipping papers will not have the required COOL identify when the sales order is finished if a required COOL identifier has not been assigned to the sales order line or the lots selected. Users can proceed with updating the sales order. Listed below are common COOL warnings:

• Loose COOL – The item is loose COOL and no COOL identity has been assigned to the sales order line or lot selected.
• COOL required on line – The item is strict COOL and the sales order line COOL is blank.
• Lot needed with COOL – The item is strict COOL and the sales order line is blank and lots have not been selected.
• Wrong COOL on Lot XXXXXXXX – The lot COOL identity and the sales order line COOL do not match.
• Use s/b – The list of customer’s primary and additional item alias COOL identities – the COOL selected on lot does not match the COOL identities defined for the customer.
• "Override Strict Customer COOL requirements? Continue anyway? No/Yes."
  • Select no to return to the sales order and make the changes needed to correct the missing COOL information.
  • Select yes to continue processing the sales order only if the Customer COOL Override in User Security (Shipping) has been set to Y (Y=yes) to ship orders that have missing, or mismatched COOLs. (Not available in Update Pick list)

Shipping and Update Pick List

During lot selection, if multiple lots are assigned with a different COOL per lot the following message will display: “Lots selected with multiple COOL !!! Continue anyway? Yes/No."

If COOL identities are missing or are mismatched the user will be warned that the shipping papers will not have the required COOL identifier when the sales order is finished if a required COOL identifier has not been assigned to the sales order line or lots the selected. Users can proceed with updating the sales order. Listed below are common COOL warnings:

• Loose Cool – The item is loose COOL and no COOL identity has been assigned to the sales order line or lot selected.
• COOL required on line – The item is strict COOL and the sales order line COOL is blank.
• Lot needed with COOL – The item is strict COOL and the sales order line is blank and lots have not been selected.
• Wrong COOL on Lot XXXXXXXX – The lot COOL identity and the sale order line COOL do not match.
• Use s/b – List of customer’s primary and additional item alias cool identities – The COOL selected for the lot does not match the COOL identities defined for the customer.
• "Override Strict Customer COOL requirements. Continue anyway? No /Yes."
  • Select no to return to the sales order and make the changes needed to correct the missing COOL information.
  • Select yes to continue processing the sales order only if - the Customer COOL override in Shipping security to ship order that has missing, or mismatched COOLs is set to Y (Y=yes) (Not available in Update Pick List).